Event Coordinator Details

Event Coordinator

Ewald Consulting - Saint Paul, MN

Employment Type : Full-Time

Ewald Consulting, a leading Association Management Company is looking for a driven, organized Event Coordinator to assist our state, national, and international clients produce and execute successful events. We are looking for difference makers who will help Ewald Consulting fulfill on its mission: Serving at the intersection of business, government and society to improve industries and professions.

Position Purpose

Ewald Consulting plans over 200 conferences, events and professional development programs each year. The Event Coordinator serves as a key support role to our Director and team of Senior Event Managers and Event Managers who are responsible for guiding their clients to achieve all event-related goals. The Event Coordinator serves our association management clients through the logistics, planning and support they provide to the Events team. This role is crucial to the continuous process improvement of the team's daily execution and delivery.

Position Description

Roles and Responsibilities

The Event Coordinator’s daily activities support the event planning and execution for several of our client’s events. This includes, but is not limited to, budget management, contract negotiations, facility site selection, event logistics, facility site management, and virtual technology management. The Event Coordinator will achieve their client’s event-related goals through a combination of their own work as well as coordination of tasks with other departments and client volunteer committees. It is critical that the work is executed with attention to detail, efficiency and standardization.

As client relationships, expectations, and timelines of events, meetings, and conferences change; the Event Coordinator’s role changes and work is re-prioritized. The ability to identify necessary changes, adjust processes and execute seamlessly is a critical requirement of this role.

The Event Coordinator’s daily activities support the event planning and execution for several of our client’s events. This includes, but is not limited to, budget management, contract negotiations, facility site selection, event logistics, facility site management, and virtual technology management. The Event Coordinator will achieve their client’s event-related goals through a combination of their own work as well as coordination of tasks with other departments and client volunteer committees. It is critical that the work is executed with attention to detail, efficiency and standardization.

As client relationships, expectations, and timelines of events, meetings, and conferences change; the Event Coordinator’s role changes and work is re-prioritized. The ability to identify necessary changes, adjust processes and execute seamlessly is a critical requirement of this role.

Client Relations

• Represents Ewald Consulting and the client organization to various client constituents – committees, members, volunteers, potential members

• Ensures that client interests are top priority in all decision-making and event planning

• Consults with clients using a strategic approach to determine the purpose and objectives for all events

• Assesses client needs and desires for consideration in event planning

• Works directly (and often directs work) with client members and volunteers to develop and finalize event formats, virtual technology, agendas, topics, speakers, exhibit halls, and entertainment. This includes planning, attending and taking minutes for event committee meetings as needed.

Project Management

• Ensures all logistical details (including room set-up, audio visual, transportation, housing, food & beverage, virtual technology, etc.) are entered, monitored, and completed using our internal project management software

• Manages all aspects of assigned client in-person or virtual events, meetings, workshops and/or conferences

Budget Management

• Works with the Account Executive to forecast, manage and reconcile the event budget to ensure it is integrated into the overall budget of the organization

• Tracks and manages event finances monthly and reports any concerns with attendance and budget

• Provides post-event cost benefit analysis and event improvement recommendations

• Reconciles budget to actual at conclusion of events

Vendor Management and Relations

• Manages Request for Proposals (RFPs) process and conducts site visits for all conferences.

• Manages vendor contracts to secure best possible value for our clients

Event Coordination and Preparation

• Manage the ordering of supplies such as bags, lanyards, ribbons, name badges, etc. Get quotes for supplies to ensure client is getting the best pricing coupled with quality

• Solicit quotes from various vendors on services such as transportation, speakers, entertainment, audio/visual, printing, etc.

• Coordinate packing and shipping for all supplies needed onsite. Manage packing list template and client specific lists to ensure a positive onsite experience

• Enter bulk registrations

• Manage registration onsite (can be handled by flex staff on smaller events)

• Orders awards for events as necessary

Speaker Coordination

• Manage speaker confirmation process which includes – sending speaker confirmation letters, collecting speaker bios and presentation information, gathering presentations, speaker travel needs, speaker virtual tech sessions, etc. Create and manage speaker resource page, as necessary.

• Compiles Manage the speaker proposal process received by speakers for events and prepares for client committee review

• Manage communication process related to speaker confirmations including fielding questions, sending reminders, and tracking information received/not received

• Work directly with internal Communication department to prepare the above information for event-related communication materials

• Prepare information kits for onsite session hosts

• Order speaker or other volunteer gifts as necessary

Exhibitor and Sponsor Coordination

• Manage exhibitor confirmation process which includes – sending exhibitor confirmation letters, collecting exhibitor representative names, preparing exhibitor kits for onsite information, exhibitor virtual tech sessions, etc. Create and manage exhibitor and sponsor resource page, as necessary.

• Manage communication process related to exhibitor confirmations including fielding questions, sending reminders, and tracking information received/not received

• Manage fulfillment of sponsorship benefits – including collecting company logos and advertisements for printed pieces, confirming podium time, ordering special product (lanyards, bags, key cards), booth/table assignments

• Order onsite prizes as necessary

Communications and Reporting

• Provide assistance proofing marketing and communication materials for events (i.e.: registration website and brochures, emails and sponsorship prospectus, virtual platforms)

• Prepare and distribute weekly reports as defined by client. Including, but not limited to, attendee, speaker, exhibitor and sponsor registration, virtual platform participation, and final reporting

• Collection and summarization of conference evaluation results

• Handle general event questions that Member Services cannot manage

Required Qualifications and Education

Bachelor's degree in Event Management, General Business, or related industry

1-3 years of experience in an event coordination role or industry

1-3 years of experience in a client-service related role or industry

Excellent customer service presence and mindset

Strong organizational and interpersonal skills

Ability to multi-task in a fast-paced working environment

General knowledge of Microsoft Office suite with a proficiency in MS Word and Excel

Preferred Knowledge and Skills

Ability to seek out process issues and propose new ways of doing work

Desire to work in an environment with great variety on a daily basis

A team-player mentality with a focus on providing an array of support to the Event Management team

Flexible, patient and calm working demeanor

Experience with virtual events a plus, but not required

Working Conditions and Environment

Travel may be required (25% or less)

Primarily a general office environment, but onsite hosting of events and conferences may occur

Willingness to work evenings and weekends as client events require

Ability to lift and carry items for an event. Items generally weigh less than 50 lbs.